“Winning is not a sometime thing…it’s an all the time thing. You don’t win once in a while…you don’t do the right thing once in a while…you do them right all the time. Winning is a habit.” ~ Vince Lombardi
The tough-minded approach of what it takes to be successful as quoted by Coach Lombardi easily translates to building a winning bid. Getting the estimate right isn’t something you should do once in a while. It is something you should do all the time. The results of this type of focused effort and consistency should pay off on bid day. Unfortunately, for many companies, winning on bid day is a sometime thing.
When it comes to bid day, here are some tips to improve your chances of winning. Following these simple guidelines will result in a stronger relationship between you and your client (general contractor, construction manager, owner, or trade contractor).
- Be intentional with your documentation. Make your attachments clear and relatable, meaning add a snippet of a drawing to show specific things you have covered in your bid, specifically those hidden items others might have missed.
- Show your real scope. Don’t hold back. This is the time to make sure you are telling the client about how your work will be complete against what they asked for.
- Disclaim with care. Don’t emphasize the “Disclaimers” or “Not Included;” sure they need to be there, but the point is to sell your strengths and specialties first and disclaim after establishing value.
- Remember your mistakes. What did this client berate you on last time? Did they complain that you didn’t include cleanup, layout or some other unique item this client needs? If you can’t think of any mistakes made, you’re probably not getting the critical feedback that you need.
- Show your real details. Yes, show your quantities! Do you really think that you are the only one who knows how to take off concrete curbs, door frames, volume of rebar or whatever your scope is? How many times does your client call you back to ask, “Hey, did you include XYZ?” Pro tip: When you over communicate to your client as to what you include, it will overshadow your exclusions.
- Show the project schedule. Submitting number of days to complete isn’t the end. They want to know what to expect by seeing an itemized project schedule and check scope for efficiency. Such level of detail is not easy to produce, but that’s how you win. Imagine giving your client not only the number of person hours but also the sequencing of when you expect them to be ready for your crews.
- Show that you read the specs. Demonstrate your respect and knowledge of the project’s goals by referencing the specs as part of your decision-making process. Of course, this means that you actually have to read the specs.
- Don’t just go through the motions. Respond promptly to the RFI, RFQ or ITB request by fully completing the form. You should have already asked them prior to bid day why they need the information they’ve requested. That way, if there’s any issue with the information they ask for, you can respond with a note reminding the client how you already resolved this issue.
- Check in on bid day. Call them earlier in the day, advise them you are completing your bid and you will have it to them by a certain time. Ask once again if other things have changed with the bid, due date, time of bid, duration of the project or other questions that show them you are not only interested in but also knowledgeable of the project.
- Anticipate the other trades needs. If you really want to get out there, think how your trade/scope of work interrelates with another contractor’s trade/scope of work and show the client some specifics of how you will accommodate their interactions with your work. For example, you could say, “We have included a plan for the electrician to deal with their significant main conduits in the hallway and we will frame and rock the hallway side immediately so they can have access.” Though it may seem premature for the project, it makes you look like a better fit. Not only are you concerned with completing your work on time, you’re a team player interested in seeing the work of others succeed.
Now that you’re prepared to win a spot on the team, learn how to improve your game.